Task Approval Process For People Assigned To The Task | Community
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MichaelPe2
Level 2
February 14, 2023
Solved

Task Approval Process For People Assigned To The Task

  • February 14, 2023
  • 1 reply
  • 1563 views

We are looking to create an approval process where once a task status is changed, a task approval gets sent to anyone assigned to the task. I see there are other dynamic choices such as Project Owner or Project Sponsor but nothing for task assignments. 

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    Best answer by Heather_Kulbacki

    We usually have one person on the task but it could be quite a few different people... I am thinking, for this use case, I don't use the approval but rely on them changing a status. I am going to explore if I can make a status only available to one group, even if it is on a project owned by a different group.


    Hi @michaelpe2 statuses can be created for individual groups. But to use that status, the status needs to be created in the the group that is specified on the project, not the group that the user trying to use that status is in.

    Took me awhile to wrap my head around that!

    1 reply

    Madalyn_Destafney
    Community Advisor
    Madalyn_DestafneyCommunity Advisor
    Community Advisor
    February 14, 2023

    Hi, is the goal simply to notify the people assigned to the task? If so, you can be sure they have this notification enabled...

    If you're literally needing their approval to accept the task after a status change, you're right I'm not seeing task owner or assignment users as an option for task approvals. But that's why I'm asking the goal, bc you could use event notifications.

    If this helped you, please mark correct to help others : )
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    MichaelPe2Author
    Level 2
    February 15, 2023

    Thanks for the response! We are looking for something deeper than a notification. 

    What we are doing is adding people to a task so they can collaborate on it. We have a custom form on it that task. When the form is completed by the project owner, we would like the person assigned to the task to get a prompt to review the data and acknowledge the data is good. 

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      MichaelPe2Author
      Level 2
      February 15, 2023

      Got it. Yeah it's strange Assigned To isn't an option here in approval processes:


      Is there a large amount of people that would be receiving these approvals? If it's manageable, you could create pre-set task approvals that the person completing the form and passing off to the person for data check just selects the correct approval flow? So 'Sarah Approval,' 'Ted Approval,' etc. Of course not a realistic option if you have too many people. 
      Are your templates people specific? If X template will always need Sarah's approval, you could work it into the template task's approval flow. If Y template always needs Ted's, you include that in the other template, etc.

       


      We usually have one person on the task but it could be quite a few different people... I am thinking, for this use case, I don't use the approval but rely on them changing a status. I am going to explore if I can make a status only available to one group, even if it is on a project owned by a different group.

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